Creating a single "survey" for a series of responses from different respondents (ie. approvals)
Last year I created a purchase approval "survey" that allowed for a series of approvers to view previous responses and then add to the survey. This was done straight out of the box in Qualtrics.
Step 1
Get the retake link
While you are building your survey, you'll need to preview and complete the survey at least once. Then under Data & Analysis > Find that response > Actions > click on Retake Response.
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Your survey link should look similar to this:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=R_12345&Q_R_DEL=1
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Step 2
Take the link that you generated in Step 1 and replace the response ID with pipe text for the response ID
Example:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1
IMPORTANT NOTE:
Make sure Q_R_DEL=1 stays in the url to maintain previous response data.
Step 3
Add Embedded data to the URL for logic on the return trip and add display logic accordingly.
You'll probably want to show the "approver" or next person certain fields that the first responder didn't see. You'll have to add something like &Approver=1 to the end of the URL (https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Approver=1). Set embedded data in the Branch Logic to pull in from the URL and set display accordingly off of that embedded data field.
ANOTHER IMPORTANT NOTE:
Whoever comes to the "survey" in subsequent trips WILL NEED TO SEE ALL PREVIOUS DATA. If you do not display certain fields to the "approvers", the previous data for those fields WILL BE DELETED.
Step 4
Create Action for Response Email
I suggest emailing via Actions vs Email Triggers so you can name your emails accordingly (if you are setting up the survey for multiple approvers and creating logic off of embedded data).
Create an email that goes to the person who needs to approve the survey that was filled out. Put the link from Step 3 in the body of the email.
Let me know if something doesn't make sense and I'll elaborate some more on this post.
Hey All,
I have a demo survey set up that illustrates how this works. If you DM me and send me your email, I'll share the demo survey out to you.
I am also planning on creating a video tutorial on how to get this done and also, how to daisy-chain multiple "approvers".
Which tutorial should I read? Thanks.
For those of you trying to make sense of this, I found this article very helpful before diving into the above comments: https://www.qualtrics.com/support/survey-platform/data-and-analysis-module/retake-survey-link/
The last three sections are essential to your understanding this.
Hey Qualtrics Community! I finally created the video I promised forever ago. I hope it helps all who need it.
Single survey for multiple responses.
Clint - thanks for taking the time to show how to set this up! We've been working to set up an approval workflow on a few of our forms, and I was able to adapt this perfectly to suit our needs!
One suggestion I wanted to make for anyone who doesn't want to display all of the questions to the next person in the approval chain is to push your question responses to embedded data fields in the survey flow at the conclusion of the initial response. This can be done by assigning a piped text reference to a field in an embedded data block.
These will then be retained through as many approvers as you need without needing to display an editable field. It makes the survey flow and resulting data a bit ugly, but it works.
https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=R${e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
Your missing the embedded data field that you are setting the Response ID to. Just like you have Role=Approver you need Q_R={e://Field/ResponseID}.
Your URL should be: https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=R$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
OOOPS - I misread! You have an extra "R"... that is all that is wrong. Remove the 2nd R in Q_R=R.
https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
?
> @akdashboard - so...
>
> https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
>
> ?
No - https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
You can read this as:
Base URL
? (this notes an appending of the URL)
Q_R=ResponseID
&
Q_R_DEL=1
&
Role=Approver
https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ
@Akdashboard, any ideas why?
This is the retake survey link that is inserted into the Action Email: https://bsu.qualtrics.com/jfe/form/SV_1QZUEkVntvYvu2V?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&CollectionMethod=${e://Field/CollectionMethod}&ExternalDataReference=${m://ExternalDataReference}&MessageID=${e://Field/MessageID}&Role=Reviewer
Survey Builder
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Survey Flow
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Actions
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Initial Survey
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Final Survey
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I'll try to be more attentive to questions from here on. Hope this clears things up.
> Sorry everyone, I just looked on here and realized that I've left everyone hanging. Here are some screenshots that hopefully shed light on this.
>
> Survey Builder
> !
>
> Survey Flow
> !
>
> Actions
> !
>
> !
>
> Initial Survey
> !
>
> Final Survey
> !
>
> I'll try to be more attentive to questions from here on. Hope this clears things up.
I can not get the link to work. These are the links I am currently attempting to use in the email.
https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=${e://Field/ResponseID}&Approver=1
and I've tried
https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=$e://Field/ResponseID}&Q_R_DEL=1&Approver=1
Please let me know what I am doing wrong in the binding. I have the question set to only appear when approver = 1 and each link is bringing me to a blank survey form
Thanks!
Has anyone else gotten this to work and would share their survey flow and survey? And could someone provide more detail on how embedded data for Approver works? It's not clear to me when the approver is assigned a value of 1.
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